5. Report on Chair s Action There was none. Timed Business at 1615 hrs - Judith Marples attended for this item only 6. Annual Staff Development Plan a

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1 BRADFORD COLLEGE POLICY AND RESOURCES COMMITTEE Policy & Res Cttee 26 th Jan 2012 Agenda item 4 Minutes of the Meeting held on 24 th November 2011 Meeting convened: 1600 hours Meeting ended: 1755 hours PRESENT: Mr Gordon Senior (Chair) Mrs Michele Sutton Mr Paul Ashton (Co-opted member) Mr Richard Wightman (Vice-Chair) Dr Ramindar Singh TOGETHER WITH: Mr Alan Jerome (Observer), Mrs Kath Oldale, Mr Doug Stott, Mr Andy Welsh, Mr John Buckley (Clerk), Ms Jillian Mercer (Minuting Clerk), Ms Judith Marples (Minute 6 only) The Chair opened the meeting by saying a few words about Eunice Durkin, who had sadly died on Remembrance Day. He stated that Eunice had a lot to contribute to the Corporation and Committee meetings and would be sadly missed. The Principal added that an obituary page would be included on the brochure for the graduation ceremonies. A minute s silence was held. 1. Disclosures of Interest Appleton Academy Governing Body: Alan Jerome, Gordon Senior, Michele Sutton, Richard Wightman, Kath Oldale. Inprint and Design Board: Ramindar Singh. Training for Bradford Ltd Board: Alan Jerome, Michele Sutton Richard Wightman. Aire Valley Academy Project Steering Group: Richard Wightman, Michele Sutton, Kath Oldale. McMillan Education Trust: Richard Wightman, Gordon Senior, Kath Oldale, Michele Sutton. 2. Apologies for Absence Ian McAleese, Karl Oxford 3. Minutes RESOLVED: that the minutes of the meeting held on 6 th October 2011 be agreed and signed as a correct record. 4. Matters Arising A report had been circulated and the action taken was noted. Minute 8, Mace, the Principal reported that, unfortunately, the mace would not be ready for this year s graduation ceremony. However the delay enabled more time to recover the cost. The Executive were seeking recompense and trying to find/borrow an alternative. page 1 of 10

2 5. Report on Chair s Action There was none. Timed Business at 1615 hrs - Judith Marples attended for this item only 6. Annual Staff Development Plan and Evaluation Report Judith Marples, Head of Change Management and Staff Development, introduced her report. The budget was slightly reduced from the previous year and there had been a slight overspend due to the cost of the Go MAD (Go Make a Difference) management training programme. She affirmed that the team had tried to deliver as much in-house training as possible. In addition development of Individual Training Plans had continued with teaching staff and the team had now put together a matrix of information stating what is expected to be completed in this process and the matrix would enable the team to profile the training needed. The team had delivered slightly less teaching and learning. However one to one training had increased and the team had started to offer new courses on discipline and grievance training and e-safety. Basic IT training was continuing apace and was very busy and encouraged the development of teaching aids in the form of smartboard training, Apple Mac., Microsoft Office and Adobe skills The Staff Development Unit team had also received training. HE staff development was continuing to be provided being mindful of the TDAP application. Go MAD training had been rolled out across the whole management team of the College. Some significant changes had taken place as a result and staff morale was raised. Four members of the team had trained in Neuro-linguistic Programming which could Bradford be used College wherecorporation there were changes in working practices. The annual staff survey had been undertaken, which was positive, despite efficiency savings and uncertainties around the current economic climate. Equality and diversity training was continuing to be developed and all necessary training had taken place and further training was on-going. Work was also taking place on embedding equality and diversity in the workplace. Members discussed the report and raised questions. With regard to the staff survey and the decrease in the number of responses, Judith stated that there had been a reduction in overall staff numbers and assured members that the small decrease was scattered across all areas. With regard to E&D training, Judith reported that staff have to pass all units on the on-line training package and successful completion is recorded and monitored. With regard to training on plagiarism, this had been offered in response to an increase in documents being submitted electronically. In reply to a question on the team, Judith stated that there were 6 and much of the team s time is reactive rather than proactive. The Chair thanked Judith for a very thorough report and members were impressed with the amount of work taking place by such a small team. Judith withdrew from the meeting. page 2 of 10

3 7. Finance Report 7.1 Finance Report and Management Accounts Doug Stott, Executive Director - Finance, presented a report on the financial performance of the College, stating that a meeting had been held with the Skills Funding Agency (SFA) to request that they rebase the Employer Responsive contract (which used to be Train to Gain, now changed to adult apprentices) down from 1.9m to 1.4m as the business opportunities were not available at that level. He advised that associated costs would then have to be taken out of the accounts. He commented that an actuarial valuation of the West Yorkshire Pension Fund (WYPF) had resulted in a one off 93k adjustment in the accounts as an extra cost and confirmed that the deficit was similar to last year at the same time. Doug then reported on two below the line costs (not included in the management accounts) of professional fees for the new build of 240k and, secondly, (on approval of the new build scheme) an accelerated depreciation charge on Westbrook Building of 319k due to the fact that it would be demolished within the next 3 years The College had been informed that the SFA s ILR audit had resulted in an increase in funding, rather than a funding clawback, which was a 78k improvement and would impact on the Financial Statements. In answer to a question Bradford on College international Corporation fees, the full year position was not yet known as a January intake was planned. Recruitment was however currently at 2.2m against a 3m target. A query was raised on 25k out of court settlement of an Industrial Tribunal and whether any lessons are to be learned. Andy Welsh suggested that this could be included in the annual statistical reports from Human Resources. This was AGREED. A question was asked on whether the provision for bad and doubtful debts was adequate. In response, Doug stated that he considered that it was. Members noted that the situation was also being monitored by the Audit Committee. 7.2 Capital & Special Revenue Expenditure There was none to report 7.3 Cash Flow Doug Stott presented a report on the cash position, drawing attention to a reduction in the 900k clawback which was down to 600k as the College received a 3% tolerance. The College however had put a case to the SFA not to clawback any funds and expected a response shortly. He advised members that the College had now received 410k from the sale of Joseph Nutter House and that it had been fully depreciated in the accounts. page 3 of 10

4 Doug drew attention to the cash flow forecast across the year, stating that it would dip around Jan-Feb and go back up towards the end of year, closing at around 11m, after having spent 2m on the new build scheme. The forecast going forward was as predicted and a loan would not be required until Debtor Analysis This will be reported at the next meeting. 7.5 Compliance with Financial Covenants RESOLVED: Doug Stott reported that all financial covenants had been met for 2010/11. i. to request that the annual statistical reports from Human Resources include a report on lessons learned; ACTION: AW/DTB ii. to receive the reports. 8. Capital Development Strategy Andy Welsh, Vice Principal - Corporate Services, presented a report to members on progress with the new build project. Design progress was continuing on the design and a detailed consultation with staff and senior management had been undertaken. As a consequence, some changes had been made to the design, which was OK at this point, but not later. Planners - A meeting had taken place with Planners which appeared positive and there were no major issues identified. Stakeholder Management/Communications Strategy - A workshop was being planned in January and Development Committee members had been invited. Michele Sutton and Andy Welsh had met with the Telegraph & Argus and an article was expected to be published once SFA approval has been obtained. SFA dialogues have continued with SFA and the financial forecast, with worst case scenario, had been submitted. However the College had now been asked for a best case scenario. Andy stated that the property and education cases were complete and approved and the SFA was expected to be putting forward a neutral recommendation on the financial case. The College had submitted a bid for 2.2m capital funding to the SFA which would be partly used to refurbish Lister Building. He stated that this opportunity had emerged in a funding round which came out after the College put in its application. A response was awaited which was hoped to be available for the next Corporation meeting. Contractor procurement Andy advised members that the project team was considering 6 tenders and a workshop was being held with members of the Development Committee. RESOLVED: page 4 of 10

5 i. to note the progress with the new build design; ii. to receive the report. 9. Recruitment against Targets Doug Stott, Executive Director Finance, presented a report on student numbers and income generated against targets. YPLA student numbers were as predicted against a reduced contract and were ahead of target to date. Recruitment would continue throughout the year including a summer school. SFA Doug reported that the new SFA software does not work and the College has had difficulty in determining the funding. However, the SFA expected returns to be made on time In addition the unit per student had been cut and the sector was lobbying. However ESOL student numbers were up. SFA Employer Responsiveness as reported early, the College had asked the SFA to rebase funding down from 1.9m to 1.4m. HEFCE this had recruited well to target, but the scale of grant funding was reducing in line with the increase in fees. TDA this had recruited to target. International as reported earlier, recruitment was down on last year due to changes to the rules imposed by the UK Border Agency. Current recruitment would produce income of 2.2m against a 3m target and a January intake was planned. Current recruitment would produce income of 2.2m 10. Efficiency Programme Andy Welsh, Vice Principal - Corporate Services, reported that this year there was not a major programme of redundancies, although there were some required in Total Training Solutions area and requests for voluntary redundancy had been received from other areas in the College and would be considered. Management was looking at whether a major cost saving exercise was needed this year and Andy stated that a further report would be made to the next meeting. Negotiations on the new lecturer contract were on-going and substantive issues had been identified for discussion. In answer to a question on whether a voluntary early retirement scheme was available within the College, Andy stated that it was possible, but not promoted and stated that he would review this in the new year. 11. Lecturer Hours Andy Welsh, Vice Principal - Corporate Services, presented the report updating members on teaching staff utilization. However he cautioned members that the page 5 of 10

6 data was not yet complete as it was too early in the year and for most areas the 2 nd semester hours had not yet been included. In reply to a question, Andy reported that the report would be issued at the end of the Spring and Summer Terms. The target was 100% efficiency over the Academic year, with last year s achievement being 97%. For clarification, Andy stated that the target applied to teaching time only. 12. Pay Award Andy Welsh, Vice Principal - Corporate Services, presented a report on the pay award, noting that nothing much had changed at national level. AoC s final recommendation remained as previously reported. The pay rise would be a fixed amount just over 0.5%, which would cost approximately 130k. There was nothing included in the budget for a pay award. A suggestion was made that only those who sign a new contract would get a pay rise. Members were informed that there would be a one-day strike on 30 th November and the College will remain open. Members considered the pay recommendation and proposed that it be recommended to Corporation for approval. This was AGREED. RESOLVED to recommend to Corporation: i. that the AoC pay Bradford award College be approved Corporation as follows: A consolidated salary increase of 200 per annum for staff earning below 21,000 (equivalent to Spine Point 19 of the AoC harmonised pay scale). A consolidated salary increase of 125 per annum for staff earning 21,000 or above (equivalent to Spine Point 20 or above of the AoC harmonised pay scale). ii. A consolidated salary increase of 309 per annum for those staff on Spine Point 4 of the AoC pay scale. This increases the salary on the lowest point of the AoC harmonised scale to 13,851 per annum and a recommended minimum hourly rate of ACTION: AW/Corp to receive the report. 13. Annual Business Plan Andy Welsh, Vice Principal - Corporate Services, presented the Annual Business Plan, which was presented in a new format, with a streamlined set of key strategic/corporate objectives. Andy explained that previous versions were very detailed, often had small objectives and had now been revamped to simplify the Strategic Thrust for the next 12 months. Members were asked for feedback on the new format. page 6 of 10

7 In reply to a question on whether item 4, success rates, should be the first objective, it was proposed that this should be moved. A further amendment was proposed in that the 4 th paragraph at least good should be amended to read at least good or outstanding. These were AGREED. During discussion it was noted that there was further detail required together with a measurable output for each objective. Andy stated that a report would be submitted to P&R once per term against achievement of the objectives with members requesting that the report should identify who is responsible for each objective. A suggestion was made that the reporting system to P&R should be cross-referenced against the Annual Calendar. A suggestion was made that item 7, International Recruitment, should be framed more in terms of an objective and should be cross referenced to item 3. This was AGREED. RESOLVED to recommend to Corporation: i. that the Annual Business Plan be approved, subject to the amendments as stated in the minutes; ACTION: AW/Corp ii. to receive the report. 14. Financial Statements 2010/ Reconciliation of Management Accounts to Financial Statements 2009/10 Doug Stott, Executive Director Finance, presented the reports, drawing attention to a 78k manual adjustment following the ILR Audit. He stated that 400k was the latest predicted out-turn figure, following confirmation from the SFA that 78k had been approved as the manual adjustment, the ILR audit outcome, together with the earlier 3% tolerance clawback figure. In reply to a question on when the figures would be finalised, Doug stated that this would be 15 th December, as the figures were subject to SFA confirmation and the potential clawback amount was expected to change. However, the SFA were expected to notify the College of this by 2 nd December. The changes were expected to be minor and therefore not significant. A suggestion was made that the revised figures be circulated to the Chair of P&R (with a copy to all P&R members) for his approval prior to the Corporation meeting Financial Statements 2010/11 Doug Stott reported, as above, that the consolidated I&E figure of 339,855 would become 400k. After taking out FRS17 from staff costs, the pay to income ratio was at 64%, which was a significant improvement. Members commended management on the turn round. In answer to a query he confirmed that 400k of accommodation costs during the year were included under note 9 and that once the new build scheme was approved, some of page 7 of 10

8 the items would be capitalised. The College was also now paying out bursaries. Overall, the balance sheet was healthy and, in financial health terms, the College would be rated as outstanding. In reply to a question on cash balances at 10.76m, against borrowings of 11m, it was noted that nothing had significantly changed. Members were asked for their approval of the Financial Statements, subject to adjustments, with the current out-turn position at 400k. It was proposed that the statements be approved, subject to confirmation by to the Chair of P&R on the clawback position. The Chair of P&R stated that he would then seek agreement from all members. This was AGREED. ACTION: DS/GS/P&R RESOLVED to recommend to Corporation: i. that the Financial Statements be approved, subject to minor amendments as stated in the minutes; ii. to receive the reports. *Asterisked items were presented as matters of report. Members wishing to debate an item were asked to contact the Clerk prior to the meeting. 15. *Risk Management Doug Stott, Executive Director Finance, presented a covering report and a list of high priority risks in the register. The report had been produced by Kathryn Emmott, Risk Officer. Doug stated Bradford that thecollege systemcorporation had been complimented by auditors and other he had been approached by other colleges who wanted to look at the system. 16. *Health & Safety Exception Report Andy Welsh, Vice Principal - Corporate Services, reported that there were no exceptions to report. 17. Date of Next Meeting Thursday 26 th January 2012 at 1600 hours in Meeting Room 1. Apologies were received from Gordon Senior. (following a meeting of Search Committee between hrs) 18. Evaluation of the Meeting The Chair asked members whether they considered that they had achieved the objectives of the meeting. They stated that this was a good meeting. page 8 of 10

9 Signed by Chair of P&R Date page 9 of 10

10 Abbreviations: AoC FE FT Go MAD HE HEFCE HR ILR KPI LA NEET P&R SFA TDAP UCU UoB Association of Colleges Further Education Full-time (trade name) Go Make a Difference Higher Education Higher Education Funding Council of England Human Resources Individual Learning Record Key Performance Indicator Local Authority Not in Education, Employment or Training Policy and Resources Committee Skills Funding Agency Taught Degree Awarding Powers University and College Union University of Bradford page 10 of 10